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1999-02-18 City of Beverly Board of Cemetery Managers Meeting Minutes: February 18, 1999 Present: Mr. Ward, Wood, Dunn and Searoans, and Ms Cotreau Approve minutes of Previous meeting: Moved by Mr. Wood, second by Mr. Ward, Voted unanimously Review of events since last meeting: Application by Mark Foster for recognition as representative of Lot 387, Sub-division 9 in Central Cemetery. No vote of record taken but after some discussion, the application was tabled pending further documentation of applicant's claim. Robert Bouton presented his Eagle Scout Project at North Beverly Cemetery. Alter some procedural questions, the project was approved subject to the City' s receipt of evidence of appropriate insurance coverage naming the City as coinsured. Letter sent to area Funeral Directors. Program of activity for Fiscal Year 2000: Discussion centered on the turf remediation of Section 7 in Central Cemetery and Plan 14 in North Beverly Cemetery. Presentation of account balances by John Dunn Other Business: 1. Ms Cotreau raised the issue of limiting the number of graves any lot owner could purchase. After discussion, it was moved by Mr. Dunn, second by Ms Cotreau to limit lot purchases to eight graves unless otherwise approved by a vote of the Board of Cemetery Managers. 2. Ms Cotreau discussed her efforts to find grants for use by the Board of Managers 3. Granite Benches would cost about $600 each. Begs the question of where these would be placed. 4. A discussion of dogs loose in cemeteries continues. Signs have been posted, Mr. Searoans will ask the Police Chief and Animal Control Officer for stepped up enforcement. Adjournment at: 8:15 Next Meeting: March 10 at 5:30 EAGLE SCOUT SERVICE PROJECT WORKBOOK Address 44 EL~x~4Og:n4 AV!~ Telephone number 978 9~,Z ~gZ4- Unit number Unit leader's name _AAdress Telephone number District ~s-~rr Council YAkI~7~ CUpp~g- PROJECT DESCRIPTION Concept Describe the project you plan to d~ What group will it benefit? N.tme of ~digtous inatihation. school. or community Addr~ Ooc~tton) My project will be of benefit to the group because: The concept was discussed with my unit leader on I Ci~ of B~erly Engineering Department '~'~LL~/~' (978)921-6000 e~t 402 ~ 01915 (978~21~1 ~. City of Beverly Board of Cemetery Managers 191Cab~St~t B~ffly, MA01915 978-921-6000 February 10, 1999 To: Beverly Area Funeral Directors From: Peter Searoans, Commissioner of Cemeteries (pro tem) Re: Cemetery Fees In the interest of serving families at a most difficult time, the operation of municipal cemeteries is based upon the informal, verbal communication between Funeral Directors and the City. We proceed upon verbal instruction to perform services, which are paid at the time of delivery. We do not have an accounts receivable system, and we do not want to institute a written service order procedure. The City' s fee structure has been developed to be fair and comparable to other municipal cemeteries. However, prices are not negotiable without the approval of the City Council, which could take several months to obtain. Accordingly, since services ordered are performed to need, the payment for those services is the responsibility of the Funeral Director placing the order. Any refund adjustment may be applied for through the Board of Cemetery Managers who will forward them to the Council with their recommendation. Finally, while our success results from open communications, A.T. lVLseisz and Ron Malionek are contractors to the City and should receive their instructions from the City. If you have an emergency requirement over weekends or after City Hall hours, feel free to contact me at my home at: 44 Baker Ave Beverly, MA 01915 978-927 'H56 978-815-7659 (cell) If I cannot respond within 24 hours of the scheduled time of service, then make calls as required to meet the need. Serving families well is our common goal. PBS/s 1998 Pro~hm of Aetivity The Board of Cemete~t Manageis is reviewing several initiatives for priodtization and a~on this year. These initiatives are possible because heretofore the Board felt constrained by the budget limitations inherent in a mney draining operation. This list is probably not exhaustive, but it does provide insight into the things now possible for the Beverly Cemetery System. Trees: Substantial tree pruning and removal will take place this W'mter and Spring. The Board envisions spending an equal mount each year for the ne~ct two years. After removing all dead and dying trees, there will be a need for - well selected and posifioned new trees in each of the three active cemeteries. Our hope is to budget for new trees in cominE years. Last year, two families came forward wishing to plant trees in Central Cemetery. These two trees have added nicely to an otherwise barren section of the cemetery. We would like to forrealize a program of tree donation for cemeteries through either direct donation of trees or donations to a tree fund. Furflier work on this front is required. Benches: A suggestion has been made that the Cemetery Department install benches in cemeteries for rest and quiet contemplation. These benches might be coordinated with the trees planted as discussed above. We want to be carerid that beaches are used appropriately and that they do not loitering and "horse play". Again, the Board is exploring donations and considering placement options. Reclamation of overgrown areas: Several areas within our cemeteries, and catairily around the perimeter of all eemeteries, have been silowed to grow wild. aside from the obvious cosmetic harm, there may well be opportunities for capacity e~ansion into some of these areas. At the least, cemeteries will have a more cared for look if better kept. The board needs to define the areas to be reclaimed, p~oritize the list and develop an action plan. Fence rapsin. Fences surrounding the cemeteries need evaluation for structural integrity, missing sections and routine maintemmee. At Central Cemetery, the chain link fencing at the intersection of Hale and Lothrop Streets sets an '"industrial" tone at an important focal point in the city. Fencing is incomplete along Cabot Street at North Beverly and fences are bent at the Hart Street gate to Beverly Farms Cemetery. These specific observations and others to be developed with a fencing inventory will guide the Board of Cemetery Managers direct the fence repair effort. Remedialion of turf conditions: All Beverly Cemeteries are built on filled land. Some of the material used appears to discourage healthy grass growth. Additionally, W'mter grave backfill material was taken from the road salt-sand mix available from the Public Works lot. These conditions are most appnre~t in the newer, more frequently visited sections of our cemeteries which sets the impression many get of the condition of the cemeteries. An appraisal of the tuff is needed and an action plan developed. Among suggestions presented are reseeding these newer areas, addition of lime and fertilizer, and installation of sprinklers systems. · aVO~r 3¥NOSV~3V CITY OF BEVERLY CEMETERY REVENUES AND EXPENDITURES FISCAL YEARS 1995 - t999 1995 1996 1997 1998 1999 Actual Actual Actual Actual Budget REVENUES Cemetery Fees 68,645 59,714 62,156 68,329 75,000 X-Fer From Trust Fund 50,000 50,000 50,000 80,000 80,000 Total Revenues 118,645 109,714 112,156 148,329 155,000 EXPENDITURES Personal Services 117,675 45,981 40,714 - Purchase Services 23,529 23,494 35,241 107,154 108,500 Supplies 31,821 58,597 73,008 39,712 28,000 Total Expenditures 173,025 128,072 148,963 146,866 136,500 NOTE Expenditures do not include services and supplies provided by other Public Services Departments, the Engineering Department, the Treasurers/Collectors Office or any other City Department.